Manage your schedules

Schedules allow you to define the dates and times your session passes are available. Schedules have been designed to streamline schedule management and provide you with an overview of what you're selling and when.

This article shows you how to create, edit and manage schedules.

Create schedules

There are three ways to create schedules:

Create a new schedule
Duplicate a schedule
Copy a schedule 

Create a new schedule

 

To create a schedule, first create a session pass. Then click Save and go to schedules.

Alternatively, from Venue Manager, go to Products > Schedules and select the product from the list of session products on the left-hand side of the screen.

1. Click the Create schedule button.
2. Select a date range by clicking the Add dates field:
   • Select the start date and end date in the calendar.
   • The scheduled period between the start and end date highlights in the calendar.
3. Select the days of the week the schedule applies to using the day buttons below the date field. 
4. Click Next to launch the Add sessions popup.
5. In the Time tab, select the session times:
   • The start time for the first session.
   • The start time for the last session.
   • The session intervals (eg setting an interval of 1 hour means a new session starts every hour).
6. Confirm the Ticket types and Resources on the relevant tabs.
   
   From the Resources tab for single booking resources for session pass products, you can set Max bookings per start time. This allows you to set booking limits per session. For a use case example and step-by-step walkthrough, review the Party session pass scenarios article. 
   
   
7. Click Add sessions.
8. Don't forget to add:
   • A name for the schedule, for example, Monday-Thursday (School Term).
   • A description to record information about the schedule for future reference and collaboration.
9. Click Save to add the schedule.

Duplicate a schedule

To create multiple schedules for a product, use the duplicate feature to speed up the process:

1. Select the product and then the schedule you'd like to duplicate.
2. Click the options menu (3 dots) next to the schedule name and select Duplicate.

This duplicates the schedule. You can then edit the name, description, dates and sessions of the duplicated schedule. 

Copy a schedule

To save time, you can copy a schedule from another product.

1. Select the product which the schedule will apply to on the left.
2. Click Add existing schedule on the bottom right.
3. From the Copy schedule from another product dialogue box, select the product and the schedule to copy.
4. Include all tickets will apply the schedule to all tickets. To apply to selected tickets, select the individual tickets.
5. Select the Include exclusion dates checkbox to copy the exclusion dates.
6. Click Add schedule.
7. Edit Dates or Sessions as needed and add a schedule Name and Description.
8. Click Save to add the schedule.

View and edit schedules

1. From Venue Manager, go to Products.
2. Click Schedules. From here you can:

• • Check product schedules for a particular date: In the schedules calendar, click any date to display the products that are available for sale on that day.
  • View individual product schedules:
    • Select a product on the left to get an overview of its active schedules.
    • Any expired schedules will be automatically hidden and can be viewed by clicking View expired schedules link.
  • Click a schedule to display and edit its details, including schedule name, description, dates and session times. 

Edit individual schedule sessions

1. Select the product and then the schedule you'd like to edit.
2. Click the session time to be edited.
3. You can:
   • Edit the session start time.
   • Limit the maximum number of bookings per session.
     
     This option is only available if a session is linked to several single-booking resources (eg party rooms) and can take place in any of them.
     
     
   • Add or remove tickets from the session.
   • Add or remove resources.
   • Add a custom label which is displayed to guests in the online checkout. For example, 5pm Fitness Class.
   • Delete session by clicking the trash can icon.
4. Click Save.

Add sessions

1. Select the product and then the schedule you'd like to edit.
2. Click the options button (3 dots next to the schedule name) and select Add sessions...
3. From the Add sessions window follow steps 5-8 as explained in Create a new schedule.
4. Click Save to complete.

Edit schedule colors 

If your product has multiple schedules (eg one for weekdays and one for weekends), you can customize the color of each schedule in the schedules calendar.

1. Select the product and then the schedule you'd like to edit.
2. Click the options menu (3 dots) and select Change color...
3. Select a new color from the palette and click Apply.
4. Click Save.

Exclude dates from schedules

1. Select the product and the schedule you'd like to edit.
2. Either:
   • Click the options button (3 dots) and select Exclude dates... if no exclusion dates are currently defined
   • If exclusion dates already exist, click Add dates in the Exclusion dates field displayed below the tickets section
3. Add exclusion date range by:
   • Selecting the date that the exclusion will start.
   • Selecting the date the exclusion will finish.
4. Click Save.

Delete schedules

To permanently remove a schedule:

1. Select the product and then the schedule you'd like to delete.
2. Click the options button (3 dots) and select Delete.
3. Select Confirm to proceed.

Troubleshoot conflicting dates

If the dates in a new schedule you are creating conflict with an existing schedule for the same product, a warning message is displayed. When you click Migrate dates you are taken to a screen that displays the conflicting dates.

To continue, and save the updates, either remove the conflicting dates or migrate the dates by following the prompts. In some cases, ROLLER might not be able to automatically migrate the dates, and you are required to edit the affected schedules.

Common scheduling use cases

Ready to learn more? Take a look at how to create schedules for:

• Common session pass scenarios
• Party session pass scenarios